This section describes only a portion
of the tasks that are needed to administer Internet Messaging. See the
Email (Internet Messaging) for a list that
you can use as a guide for performing INTUITY AUDIX email installation
and administration. You must perform the tasks in the Activating
Internet Messaging section prior to performing the administration
described in this section.
Designing a multimedia messaging
system involves solid planning. It is recommended that you involve your
PC/LAN system administrator and your email administrator in this planning
phase. See Internet Messaging (Concepts and Planning)
for more information.
You also may wish to set up Internet Directory for your
email users to access INTUITY AUDIX subscriber lists. See Internet
Directory Administration.
Enabling
Email
There are two ways to enable subscribers
for email:
On an individual, subscriber-by-subscriber
basis
By defining a Class of Service
(COS)
Enabling Email on an Individual
Basis
If you change an individual subscriber's
COS profile fields on the Subscriber Class of
Service Parameters screen, page 2, you remove any association between
the subscriber and any other Class of Service options you might set
up in the future. If only a few subscribers need email access, you can
enable each subscriber individually, as described in this procedure.
However, if you have administered, or are planning to administer, a
special COS for email, do not use this procedure. Instead, follow
the procedure under Enabling Email by Defining
a COS.
Note: The following
procedure contains instructions that relate only to the one or
two fields on a particular screen that you must administer. See
Subscriber Administration for complete
field descriptions.
At theenter
command: prompt, enter change subscriber name/extension,
where name/extension is the name or telephone number of
the subscriber you want to administer.
Tip: To see a list
of existing subscribers, enter li su at the command line.
The system displays the
Subscriber screen, page 1.
Enter y
in the Trusted Server Access? field (under PERMISSIONS).
Enter y in the IMAPI Message Transfer? field.
Check the Voice
Mail Message, Maximum Length field. The system default is 1200
seconds. (This size is sufficient to contain a 2.4-MB email message.
See Planning for other suggested
values.)
Check the Mailbox
Size (seconds), Maximum field. The system default is 8400 seconds.
(This size provides 16.8 MB for storage of the subscriber's voice,
fax, text (email) and binary attachments. See Internet
Messaging Planning for other suggested values.)
Press F3
(Enter) to update this information in the system database.
The cursor returns to
the command line, and the system displays the following message:
Command Successfully
Completed.
Enter exit
or another administrative command at theenter
command: prompt.
This subscriber's mailbox
is now enabled for email integration. Be sure that your subscribers
have sufficient training and instructional material to take full advantage
of this additional functionality. See Notifying
Subscribers of Email Capability and Setup for guidelines and more
information.
Enabling
Email by Defining a COS
If you have a large number of subscribers
to administer, defining a COS takes less time than administering subscribers
individually.
Note: The following
procedure contains instructions that relate only to the one or
two fields on a particular screen that you must administer. See
Subscriber Administration for complete
field descriptions.
To administer predefined groups
of subscribers for email:
Check the Voice
Mail Message, Maximum Length field. The system default is 1200
seconds. (This size is sufficient to contain a 2.4-MB email message.
See Internet Messaging Planning
for other suggested values.)
Check the Mailbox
Size, Maximum Length field. The system default is 8400 seconds.
(This size provides 16.8 MB for storage of each subscriber's voice,
fax, text (email) and binary attachments. See Internet
Messaging Planning for other suggested values.)
When you finish entering
COS information, press F3 (Enter) to save the information in
the system database.
The cursor returns to
the command line, and the system displays the following message:
Command Successfully
Completed.
Enter exit
or another administrative command at theenter
command: prompt.
All subscribers who belong
to this COS are now enabled for email integration. Be sure that your
subscribers have sufficient training and instructional material to
take full advantage of this additional functionality. See Notifying
Subscribers of Email Capability and Setup for guidelines and more
information.
Note: If, after
time, you find that your system disk space is running low, consider
purchasing additional mailboxes or disk space.
As an alternative to purchasing more disk space,
you might consider reducing the number of days that messages
are retained in subscribers' mailboxes. To do so, change the
values in the Retention Time fields. Make this
change only after careful consideration and give subscribers
advance notice to move their mail out of the server. Pop3 email
users are used to having messages remain in their mailboxes
indefinitely.
Defining
Remote Email Users
If your subscribers will be sending
messages frequently to email users, you can permanently define the email
addresses of those email recipients in the local AUDIX system. This
way, your subscribers can address messages to these email users by using
their telephones and can add them to their personal directories.
The name of the trusted server is
normally internet. The proper format for a user's email address
is a regular internet address (for example, [email protected]).
Use the li tr command to
see a listing of all trusted servers on your system. Use the li remote-text
trusted-server-name command to see the proper format
for email addresses on that server.
To define a remote email user to
the AUDIX system:
At the enter
command: prompt, enter add remote-subscriber internet,
where internet is the usual name of the trusted server to which
the email user will be added.
Type the email
user's name in the Subscriber Name: field and press the
Tab key.
Note: The name of
any remote-subscriber that contains an embedded space, such
as the name Jane Doe, must be put in quotation marks,
that is, "Jane Doe". Also, if you expect the subscriber
to use address-by-name with their telephone, this name should
be in the same format as the address-by-name format (that is,
if the address-by-name feature will require last name first,
put last name first in this field.
Enter the remote
text address for the email system in the proper format (for example,
[email protected]) in the Text Address:
field and press the Tabkey.
Note: Your email
administrator gives you this address.
If you are using
community IDs to define sending communities, enter the community ID,
a number from 1 to 15, in the Community ID: field and
press the Tab key. This ID number needs to match that of the trusted
server. For information on sending communities, see Setting
Up Community Sending Restrictions.
Press F3
(Enter) to save the information in the system database.
The cursor returns to
the command line, and the system displays the following message:
Command Successfully
Completed.
Enter exit
or another administrative command at theenter
command: prompt.
Retaining
Nonadministered Remote Email User Information
A non-AUDIX email user can send
a message to an AUDIX mailbox as long as the message is addressed to
the AUDIX subscriber's extension. The AUDIX system receives the message
and remembers where it came from; that is, it retains the email address
of the nonadministered remote sender. This information is retained by
the system for the length of time specified on the System
Parameters Features screen, page 4.
The advantages of having the system
retain this information are as follows:
An AUDIX subscriber who receives a message from a nonadministered
remote email user can reply to that message without having to re-address
it.
An AUDIX subscriber can also add a nonadministered remote email
user to mailing lists.
The system confirms to the AUDIX user that a message addressed to
an email user is the right address for that email user.
To administer the retention time
for nonadministered remote email addresses:
When you finish
entering system limit information, press F3 (Enter) to save
the information in the system database.
The cursor returns to
the command line, and the system displays the following message:
Command Successfully
Completed.
Enter exit
or another administrative command at theenter
command: prompt.
Notifying
Subscribers of Email Capability and Setup
After Internet Messaging is activated,
administered, and functioning properly, you can tell your subscribers
how to use the new feature. This section contains draft text that you
can copy, paste, and modify to create an educational email for your
subscribers.
To create an email to notify subscribers
of email capability:
Click in a blank
email message and paste the text.
Read the template
text and look for text that is written inside the square brackets
([ ]).
Decide how you
will address the issues that are marked with square brackets and change
the text to meet the needs of your subscribers. This text must be
changed to include information that is appropriate for your site.
Delete any topics
that do not apply to your company's communication strategy.
Add any information
that your subscribers might need to use INTUITY AUDIX email effectively.
Send the email
to any subscribers who have email capability.
Note: You also may
wish to set up Internet Directory for your email users to access
INTUITY AUDIX subscriber lists. See Internet
Directory Administration. In this case, you may need to tell
them how to access it.
Internet Messaging Overview
You can now send voice messages in an email over
the Internet!
Recently, your system administrator installed Internet
Messaging for the IA 770 INTUITY(tm) AUDIX(R) Multimedia Messaging System
(IM). This means you can now use the INTUITY AUDIX to send and receive
electronic mail [to and from the Internet]. Internet Messaging works
with INTUITY(tm) Message Manager or with many commercial email programs.
You can also send a voice attachment that the message recipient can
hear after installing the Voice Player.
The player may be freely distributed to any person
with whom you correspond over the Internet. It is available for these
operating systems: Microsoft(R) Windows(tm) 95/98/NT/2000/XP, Apple(R)
PowerMac(tm), and Sun(R) Solaris(R).
In this message we explain how to: [delete lines
below as necessary]
* address messages from INTUITY Message Manager
to the Internet
* address messages from other email programs to
the Internet
* address messages from an Internet address to
an INTUITY AUDIX mailbox
* download and install the Voice Player
* view a fax that was sent from INTUITY Message
Manager to a POP3 email user
* configure your POP3 email program to access an
INTUITY AUDIX mailbox
Keep this message so you can refer to the instructions
later.
Addressing from INTUITY Message
Manager to an Internet email address
How do I address a message from INTUITY(tm) Message
Manager to an Internet mail recipient ?
If you know the Internet address of the recipient,
you can use this addressing scheme:
where "handle" is the person's email name and "host.domain"
is the Internet address for their email server. This is the regular
email addressing scheme you have used with other email programs.
For example, you could send an email message to
John Doe at the Friendly Company at this address:
If an internet email user sent you a message, their
address is in the "From:" field.
Addressing from another email
program through INTUITY AUDIX to an Internet email address
How do I address in my email program through the
INTUITY AUDIX to an Internet email address?
You can use any POP3-compliant email program to
access your messages on the INTUITY AUDIX. Most commercially-available
programs comply with this protocol. Addressing is the same as through
other email servers.
If you know the Internet address of the recipient,
you can use this addressing scheme:
where "handle" is the person's email name and "host.domain"
is the Internet address for their email server. For example, you could
send an email message to John Doe at the Friendly Company at this address:
If an internet email user sent you a message, their
address is in the "From:" field.
Addressing from an Internet
email address to an INTUITY AUDIX mailbox
How does an Internet email user address messages
to my INTUITY(tm) AUDIX(R) mailbox?
The email address for your INTUITY AUDIX mailbox
is:
extension@[host.domain]
[ or firstname.lastname@[host.domain] ]
[ or +1.nnn.nnn.nnnn@[host.domain] ]
"extension" is your [3 to 10]-digit extension number.
[host.domain] is the Internet address of your INTUITY AUDIX server.
When you send email from the INTUITY AUDIX system, the system default
of [email protected] is used as your return address.
[Two other schemes are available. You can use your
first name, a period, your last name, then @[host.domain]. Or, you can
use the character "+", then your full phone number using "." or "-"
separators, then @[host.domain]. However, the "extension@" form is the
primary address for your mailbox.]
Avaya Voice Player description:
The Voice Player - What is it?
The Voice Player plays and records audio files
using a voice-enhanced encoding algorithm called Code Excited Linear
Predictive (CELP). The player is freely distributed as part of the Internet
Messaging feature of the INTUITY(tm) AUDIX(R) Multimedia Messaging System
sold by Avaya.
CELP delivers high-fidelity voice with very high
compression, about one-sixth the size of .WAV files. Thus, the Voice
Player records files that require little storage space, yet take full
advantage of multimedia technology. Any email program besides INTUITY
Message Manager requires that users download and install a copy of the
Voice Player to listen to or record voice messages with an LVP extension.
The player is available for several different platforms.
Locating and sending the Voice Player:
How do message recipients get the Voice Player?
Anyone can get a copy of the Voice Player from
several places:
1. From the Avaya software web site at:
http://www.avaya.com (search the product list
for Voice Player or Avaya Voice Player)
Click the Voice Player button for your platform
to download the correct program.
2. By sending an email message to an automatic
email response address at software@[host.domain - autoresponder email
address here] with "win", "mac", or "sun" - include the players
you will distribute] in the subject line.
3. INTUITY AUDIX users can ask their system administrator
to send them a copy.
[4. From your Intuity machine, at a URL like http://machinename.domain/iim/player.html.]
[5. If you have INTUITY Message Manager 4.3 or
higher, check the "Players" directory.]
When you have a copy, you can then forward it to
people with whom you trade voice messages.
***Paste this text into messages to INTUITY Message
Manager users***
Send the Voice Player to your email recipients.
Follow these steps:
1. Get a compressed copy of the correct player
file through one of the methods described above.
2. Attach the file as a binary component.
3. Record a message.
4. Copy the directions below into the text component
of your message.
5. Send the message, using Internet addressing
conventions as required.
***Paste this text into messages to internal POP3
email program users***
Send the Voice Player to your email recipients.
Follow these steps:
1. Get a compressed copy of the correct player
file through one of the methods described above.
2. Add the file to your message as an attachment.
3. Record a message with your copy of the Voice
Player.
4. Add the voice message to your email as an attachment.
5. Copy the directions below into the text component
of your message.
6. Send the message.
Installing the Avaya Voice Player:
***Copy the appropriate text into messages for internal
POP3 email users or ask your email users to send the text to recipients
of the Voice Player.***
To install and use the Voice Player for Microsoft(R)
Windows(tm) systems:
1. Detach the Voice Player software into a temporary
directory.
NOTE: In some email programs, you can click or
double-click the attachment to start installation.
2. Start the installation program. In Windows,
select the File>Run menu option, then type "setup_lvpphone.exe" and
click OK.
3. Install the player. Answer the prompts in the
installation program, changing entries for your computer as necessary,
until the player is installed. If possible, the Voice Player is added
to your email program's list of "helpers" or add-on programs so that
.lvp files play automatically. If it is not added, browse for lvp32.exe
and add it to the list of helpers.
4. Learn the program. When installed, a sample
file is automatically loaded and played over your computer's speakers.
Use this file to learn the player's controls. Read the player help for
more information about using the player.
5. Record and send a message. Record a voice message
through your computer's microphone, then send it with your email as
an attachment.
To install and use the Voice Player for Apple(R)
PowerMac(tm):
1. Click or double-click the "MacLVP Installer"
attachment to start installation.
2. Either the program starts for you, or you may
need to select a location for the installer.
3. Install the player. Answer the prompts in the
installation program, changing entries for your computer as necessary,
until the player is installed. If possible, the Voice Player is added
to your email program's list of "helpers" or add-on programs so that
LVP files play automatically. If it is not added, browse for MacLVP
and add it to the list of helpers.
4. Record and send a message. Record a voice message
through your computer's microphone, then send it with your email as
an attachment.
Viewing INTUITY AUDIX faxes in a POP3 email program:
How do my message recipients display faxes?
Faxes created in INTUITY(tm) Message Manager or
received into your INTUITY AUDIX mailbox are stored in TIFF (.TIF) format.
Many viewers exist for this graphics format, including [recommended
TIF viewer found at: location]. Download, install and associate the
viewer with your email program, then tell your message recipients where
to locate a viewer.
If you use Microsoft(R) Windows(tm), you might
need to associate the .tif file extension with the TIFF viewer that
was installed. Search Windows help for the correct procedure using the
words "associate", "extension", or "file".
Configuring [your company's POP3 email program]
to access the INTUITY AUDIX mailbox:
How do I use [POP3 email program] to access my
INTUITY(tm) AUDIX(R) mailbox?
Instead of using INTUITY Message Manager or the
Telephone User Interface (TUI), you can now check your messages using
[POP3 email program].
NOTE: If [POP3 email program] does not have a "Leave
messages on server" option, it is NOT RECOMMENDED for retrieving messages
from your INTUITY AUDIX mailbox.
Follow these steps under the [menu option or tab
settings, customize for your site's POP3 email program]:
1. Change the POP3 user name to [3 to 10]-digit
extension [or to extension/nomove, for example 56789/nomove].
* If user name is extension, each time [POP3 email
program] accesses your INTUITY AUDIX mailbox, all "new" messages are
moved to the "old" category and the message waiting lamp is turned off.
*If user name is extension/nomove, new messages
remain as "new" (and the message waiting lamp stays on) until
the user moves them from the "new" category to "old"
or to a personal directory. A user could accomplish such a move by using
the telephone user interface (TUI) or Message Manager.
2. Change the [outgoing mail or SMTP] server to
[host.domain].
3. Change the [incoming mail or POP3] server to
[host.domain].
4. Select the ["Leave messages on server" or your
program's similar] option.
[5. Set the "Reply to:" or "email address" field
to [email protected].]
5. Set the ["check for new messages"] to [10 minutes
or greater].
6. To retrieve messages, click the ["Get Mail"]
option.
7. Enter your INTUITY AUDIX mailbox password at
the prompt.
8. Process outgoing and incoming email messages.
To use Internet Messaging:
* Voice components of INTUITY AUDIX messages appear
as .LVP attachments. Download and install the Voice Player to hear these
files.
* Record a voice component with the Voice Player,
then attach the new file to the outgoing message.
* Fax components of INTUITY AUDIX messages appear
as .TIF attachments. Use an appropriate graphics viewer to see these
components.
Preventive
Maintenance and Troubleshooting
This section describes how to check for system alarms
that relate to email and how to locate troubleshooting information.
Checking the Alarm Log
The alarm log contains descriptions
of all significant problems that are detected by the system. The alarm
log contains active alarms and resolved alarms: that is, alarms that
are corrected either automatically or by repair procedures. Check this
log on a daily basis.
To check the alarm log for Internet
Messaging problems:
Check the Location
field of any Trusted Server entries.
The system displays the
Trusted Server ID for the machine that created the alarm.
Press F1
(Cancel).
The cursor returns to
the command line, and the system displays the following message:
Command Successfully
Completed.
Enter exit
or another administrative command at theenter
command: prompt.
Troubleshooting Email
The Internet Messaging application
contains an extensive troubleshooting section. For troubleshooting information,
access the online Help from the Internet Messaging Web administration
pages.
